Instructions for the Technical Report Coordinator

RECEIVING COMPLETE INFORMATION ABOUT THE TECHNICAL REPORT

The first step towards publishing a technical report or other official publication of the Department of Computer Science is to obtain a copy of the publication in final form (except for the ISBN number(s) and technical report number) and some other information.

Before issuing a technical report number, you must obtain the complete technical report, except for some incompleteness on the title page, from the author(s). Issuing a number is a fast, easy process once the slow, hard process of finishing the technical report is complete. If you issue numbers before the technical report is in hand, you may end up issuing numbers in the wrong order according to the actual publication dates or worse yet issuing a number for a vapour paper. There can be no compromise on this policy.

The required information is:

  • Title (in full) of the tech report with capitalization shown: Capitalize first word and other important words, but not "and", "by", etc. The title must be the final title of the publication.
  • For each author: author's full name, including middle name(s) not just initials.
  • A statement about whether the author wants both paper and electronic versions, only an electronic version, or only a paper version.
  • A complete copy of the tech report in PDF form except for a somewhat incomplete title page. The only parts that can be incomplete are the technical report number and the ISBN number(s).

REQUESTING ISBNS FROM THE UNIVERSITY OF REGINA LIBRARY

The next step is to send an e-mail message to University of Regina Technical Services at ISN.Requests@uregina.ca. Give the author(s) or editor(s) and the title of the pubished work. If the publication is to be a technical report or on-going serial be sure to give the number of the series, i.e. state Computer Science Technical Report CS-2025-06. Be sure to state what format the publication is in, i.e. on-line, paper, both on-line and paper, digital, etc. If you need more information on these choices, please contact University of Regina Library Technical Services.

The request to the Library can be a free format email message or you can use the format for a typical request to the Library Technical Services that is shown near the end of this webpage.

The Library Technical Services will then reply via e-mail with the ISBN(s). The numbers will be contained in an attached letter. Add this letter to the collection in the research account on venus. Print this letter and keep it for your files.

The Library Technical Services may also send electronic versions of National Libary of Canada forms to be completed.

TELL AUTHOR(S) THE ISBN NUMBER(S)

When the ISBN is received, send an e-mail message to the author(s). An example e-mail message is shown at the end of this webpage.

PREPARE OFFICIAL FORMS ON PAPER WITH SIGNATURES

Two official forms may be needed for every publication, the Legal Deposit form and the Canadian Books in Print form. If as the Technical Reports Coordinator, you do not have a copy of each of these forms, request an electronic copy from the Library Technical Services. Keep a copy of this form for future use. The forms are as follows:

  • The Legal Deposit form is filled out by the author(s) or editor(s) for all publications.
  • The Canadian Books in Print form is partially filled out by the authors for all publications that are over 69 pages. The author(s) or editor(s) need to fill out only the abstract and their biographical information. The rest will be done by the Archives staff.

SENDING COPIES TO ARCHIVES

After the technical report or other publication is finalized, send copies by interoffice envelope to "Technical Services - ISN Requests, Dr. John Archer Library, University of Regina." For an electronic publication, send a PDF file. For a paper publication, send three (3) copies to Technical Services. One (1) copy stays in the University library, one (1) copy goes to the National Library, and one (1) copy goes into the University Archives. If 100 or more copies of the printed version are being produced, then two (2) copies are required for the National Library; in this case, a total of four (4) copies is required.

With the three/four copies include the completed forms. These forms are needed when the Technical Services staff send the publications to the National Library and other places.

PUBLICATIONS OTHER THAN TECHNICAL REPORTS

You do not need to number a conference proceedings as a Computer Science Technical Report. It can simply be a publication that comes from the Department of Computer Science. It will be assigned an ISBN in the same manner as a tech report.

Note that for a conference proceedings, the people who collect the articles should be listed as editors, assuming conference proceedings are a compilation of the papers presented at a conference. The presenters are the authors of the presentations and the material presented. The editors simply compile the material into the format of the proceedings.

TYPICAL REQUEST TO THE LIBRARY TECHNICAL SERVICES

As Technical Reports Coordinator for the Department of Computer Science,
I hereby request ISBN(s) for the following publication(s):

----------------------------------------------------------

Full names of authors:
Firstname1 Lastname1
Firstname2 Nancy Lastname2
Firstname3 Xavier Nathaniel Lastname3

Full title of publication:
Title Title Title Title Title Title Title
Title Title Title Title Title Title Title

This publication will be part of the Department of Computer Science
technical report series, which has ISSN 0828-3494.
In this series, this publication will be: 
CS-2025-06

I request ISBN for the following formats:
on-line
paper

----------------------------------------------------------
repeat for all technical reports being requested.

TYPICAL RESPONSE TO AN AUTHOR

When an author has sent all required information and an ISBN or ISBNs have been obtained from Archives, send the author the following type of email message:

I have obtained the following ISBN(s) for your publication:
      0-1234-5678-9 (on-line)
      1-2345-6789-0 (paper)
and your technical report number will be CS-2025-06.

You can now prepare the title page for the report. 
For instructions, you may visit http://www.cs.uregina.ca/Research/authorinstruction.html.


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